Administrative Assistant

VTG Defense; Chantilly (VA); On-site; USD 85,000 - 110,000; Full time

Job summary

VTG Defense seeks an Administrative Assistant in Chantilly, VA to support NRO Directorates with a range of office duties. The role covers scheduling, communications, travel arrangements, and document preparation, with increasing responsibilities at intermediate and senior levels.

The ideal candidate holds a TS/SCI with Poly clearance, a high school diploma, and a track record of discretion and adaptivity in a mission-focused environment. This is a U.S.

Qualifications

• HS Diploma required with 1 year (Entry), 5 years (Intermediate) or 7 years (Senior)
• Detail-oriented and able to handle confidential information
• Proficient in Microsoft Office and standard office software
• Experience navigating DoD/NRO/IC structures is preferred

Responsibilities

• Maintain a manager's schedule and organize meetings
• Answer calls, greet visitors, and manage mail flow
• Prepare travel arrangements and document travel vouchers
• Draft, proofread, and coordinate correspondence
• Assist in planning meetings, events, and office relocations
• Support senior staff with action tracking and reporting

Skills

Schedule management

Communication skills

Discretion & confidentiality

Security clearance TS/SCI

Team collaboration

Independent work

Education

HS Diploma

Tools

Microsoft Office

Job description

Overview

We are seeking an Administrative Assistant located in Chantilly, VA. The Administrative Assistant position performs a variety of administrative duties providing mission support in one or more functions or business areas within the NRO Directorates.

What will you do?

• The nature of Administrative Assistant work varies from transactional in nature and requires general knowledge of basic administrative processes (Entry Level) to moderately complex (Intermediate Level) and very complex tasks which demands a high degree of autonomy and latitude in planning, organizing, and decision making to fulfill work requirements (Senior Level).
• This labor category has three skill levels: Entry, Intermediate, and Senior.
• Maintain a schedule of appointments for a manager or office
• Answer routine telephone calls, direct calls and take messages
• Greet and escort visitors
• Retrieve, sort, and distribute incoming mail, newspapers, faxes, and other publications/documents
• Arrange for the delivery of outgoing mail/packages with the mailroom
• Prepare travel/training arrangements and process travel/training accounting/vouchers for the program office
• Draft, proofread, edit and coordinate correspondence
• Perform research and retrieve information from databases and other resources
• Maintain tracking records and filing systems; archive files
• Maintain, update and serve as focal point for databases or spreadsheet
• Assist in planning, scheduling, organizing, and execution of meetings, events, conferences, and off-sites
• Participate in meetings and events: may serve as recorder and may present position related information
• Prepare access rosters and request security clearance transfers
• Assist in ordering supplies/equipment and arranging for office equipment repairs
• Perform administrative back up support for other offices
• Intermediate Level: Above mentioned tasks in addition to the following:
• Recommend innovative processes to improve the efficiency and effectiveness of theoffice
• Compose written communication in response to complex customer queries
• Prepare routine status reports and track office-related metrics
• Manage routine website content updates and coordinate more complex website changes with webmaster
• Coordinate scheduling, organizing, and execution of meetings, events, conferences, and off-sites
• Attend meetings, events, and forums
• Assist in maintaining inventories, records, and receiptsCoordinate office renovations and relocation activities
• Support TIER actions, assign actions to the appropriate divisions or branches, follow up on actions, coordinate responses in a non-conflicted manner for senior management review, provide status reports, and participate at NRO-wide TIER meetings

Senior Level: Above mentioned tasks in addition to the following:

• Author and/or provide critical/final review of correspondence
• Draft documents such as instructions, spreadsheets, presentations and reports
• Build briefing packages and present information
• Analyze metrics and provide summary to senior management
• Administer databases and spreadsheets to include managing user accounts and accesses, creating reports, and performing updates

Do you have what it takes?

• TS/SCI with Poly
• HS Diploma plus 1 year (Entry), 5 years (Intermediate) or 7 years (Senior)
• Detail-orientated
• Ability to communicate effectively and concisely using a variety of styles and techniques appropriate to the audience
• Ability to participate productively as a contributing member in a team environment
• Strong interpersonal skills
• Ability to be discreet and maintain confidentiality
• Proficient in the use of Microsoft Office and standard computer applications
• Knowledge of proper English usage, spelling, grammar, punctuation and sentence structure to ensure that written materials prepared and reviewed are complete, succinct, and formatted correctly
• Experience working independently, anticipating and adapting to changing mission requirements and priorities, and managing multiple tasks with minimal guidance
• Extensive knowledge of NRO/IC/DoD organizational structure, mission, vision, culture, values, philosophy and operating principles

This is a Military Friendly job opportunity

Pay Range: VTG's estimated starting pay range is $85,000 - $110,000 annually, which is a general guideline for the geographic location. When extending an offer, VTG also considers work experience, education, skill level, market considerations and may possibly include contractual requirements which may cause an offer to fall outside of this range.